Pre-Bid Conference - RFP 203-24.pptx

PRE-BID CONFERENCE

for RFP# 203-24 Consultant for Renewable Identification Number Marketplace Monday, Sept 23, 2024 at 12:00 p.m.

Update the RFP # and RFP title Enter the day, date and time of the Pre-Bid Conference

Introductions

Mellissa O’Connor, Sourcing Manager Procurement & Logistics

Colby Cunningham , Energy manager Environmental affairs

Sean Donaghy , Director of Energy management Environmental affairs

09/23/2024

Update the section highlighted in yellow with the name & title for all speaking during the pre-bid. Delete any text not being used.

Pre-Bid Logistics First and most important… Thank you for being here and for your interest in partnering with the MBTA This RFP will be managed via COMMBUYS. Instructions for log-in and use of COMMBUYS are described in Instructions for Vendors Responding to Bids.

For COMMBUYS assistance please contact the OSD Help Desk at 888-MA-State (627-8283) or osdhelpdesk@mass.gov.

This presentation in part or in whole is not meant to take precedence over the RFP documents in RFP 203-24 as posted on COMMBUYS, please refer to COMMBUYS for the most accurate information.

All communication regarding this bid must be submitted to the MBTA Procurement & Logistics point of contact via COMMBUYS.

9/23/2024

Make sure that the bidders know that they cannot not contact stakeholders or other MBTA staff regarding this bid; all communication must come thru Procurement & Logistics via COMMBUYS or email. Make mention of section 3.2.1 for the MBTA Designated Representative

Agenda 9/23/2024

Please follow this format – no adjustments should be needed.

Overview of the Contract

Documents to be included in Your Response

Training & Additional Resources

General Q&A

Overview of the Diversity & Inclusion Requirements

Session Expectations

Request for Proposal (RFP) Structure

Important Dates

Session Expectations

No changes to this slide should be made.

Today’s session is not a substitute for reading the Request for Proposal (RFP) document. The RFP includes important contract and response details that will not be covered during today’s meeting.

Although we will take general questions about the authority’s bidding process, at the end of today’s session, questions about the bid must be submitted through COMMBUYS using the Q&A feature before the Q&A deadline.

The COMMBUYS Q&A feature and important deadlines will be covered later in the presentation.

RFP 203-24 RIN Consulting Overview

Update the RFP # & Title, products or services , Contract or Service Effective Date (choose contract or service), Term of the contract and number of awards (us only if more than one award will be made)

Number of Awards: 1

Term: One time Award

Contract or Service Effective Date (estimated): Nov 1st , 2024

The MBTA is seeking an Energy Consultant to advise MBTA on the RIN marketplace and help us formulate a strategy and help with the RFP process for managing our RIN credits.

Services

Maximizing Revenue Generation: Develop strategies to pair Compressed Natural Gas (CNG) usage with Renewable Natural Gas (RNG) to increase financial returns from RIN credits.

RIN Marketplace Optimization: Advise on the best approach for navigating the RIN marketplace, focusing on trends, pricing, and optimal timing for market entry.

Regulatory Compliance: Ensure full compliance with EPA regulations and other federal/state laws related to MBTA's participation in the RFSII program.

RFP Development & Contract Support: Assist in drafting an RFP for selecting a GSP/ESP and provide support in negotiating a "paper only" transaction contract in alignment with NAESB standards.

Project Management & Reporting: Deliver a comprehensive final report summarizing project outcomes, financial impact, and compliance, alongside lessons learned for future projects.

Scope of Work Overview

If additional slides are needed for different phases of the project, please add additional slides

RFP Structure

Introduction Scope of Work Bidders Instructions & Procurement

Terms & Conditions Attachments Response Forms

Scope of Work

Review and Evaluation Contains the contractual terms by which Bidder is expected to abide

Deliverables Bid Conference RFP Calendar Rules of Contact Insurance Submit on Commbuys Technical Proposal Price Proposal Pass/Fail Criteria Technical Response Criteria

MBTA Minimum Insurance Requirements Form B: Technical Proposal Price Proposal

Update the Duration of the Contract

RFP Bid Submission RFP 203-24 RIN Consulting 9/23/2024 Submission of Response

The specific requirements for submissions of the Technical Response are included in Form B.

The specific requirements for submission of the Price Response are included in Form D.

Adjust the requirements for submission and the section for the Power of Attorney as needed for each Procurement.

Technical Response including:

Bid Cover Letter

Power of Attorney (as described in Section 4.2 of the RFP)

Form A: Pre-Award Bidder Evaluation Data Form

Form B: Technical Response

Form C: Small Business Attestation Form

Other items as applicable

Price Response as a separate document, including:

Form D: Price Response

Bidder Evaluation Criteria Bidder must complete all required forms and submit all other required forms listed in the RFP

9/23/2024 The MBTA will evaluate each Response based on a combination of Pass/Fail Criteria, Technical Evaluation Criteria and Price Responses to determine the Best Value for the Authority.

All Responses will be reviewed for:

The responsiveness of the Bidder to the requirements set forth in the RFP.

Conformance to the RFP instructions regarding organization and format.

Deficiencies and minor informalities, apparent clerical mistakes which are unrelated to the substantive content of the Response for clarification.

Technical

Price

Pass/Fail

Supplier Diversity

Basis of Award Bidders are advised that the MBTA is not bound to accept the lowest priced Response or the Response with the highest Technical Response Score.

The selection will be made on a best-value basis, evaluating price along with other factors.

Each criterion will be evaluated considering all the information included in the Bidder Response related to the criterion, as well as other information gathered from references, presentation, and on-site visits if requested.

Responses will also be evaluated based on the Supplier Diversity Criteria which will account for 25% of the overall technical scoring.

Best – Value Proposal

Remove the last bullet if the solicitation is less than $250K. Later in the presentation we will provide resources and information for the Supplier Diversity Program.

What Makes a Compliant Proposal Response?

Be sure to read the RFP.

Pay attention to the mandatory requirements.

Ensure all required documents are submitted.

Complete the bidders’ response forms in their entirety.

Remove or update this statement based on the requirements in the RFP.

Important Dates 9/23/2024

Include all milestone dates and times that the bidders are required to meet as part of the bid response. (Ex: Samples, Site Visits, etc.)

Overview of Supplier Diversity

In this section we will provide an overview of the Supplier Diversity & Inclusion requirements which are 25% of the points in the evaluation process. This requirement strengthens and increases business opportunities for partnership with companies certified by the Supplier Diversity Office. There are many resources in this section that will guide all bidders to further understand the program, its importance and the resources for help from the SDO office if needed.

Recognized Third-Party Certifying Organizations

Training Resources

COMMBUYS Q&A

Please watch this short video that demonstrates how to use the tool to ask questions about the bid.

COMMBUYS Q&A is a tool to manage dialogue between buyers and bidders.

Link to the video

To all Bidders: Please watch this short video that demonstrates how to use the tool to ask questions about the bid.

COMMBUYS Training Pre-recorded Webcast How to Locate and Respond to Bid Solicitations in COMMBUYS Link to the recording.

9/23/2024 Job Aids How to Create a Quote in COMMBUYS Using the Q&A Tab within a COMMBUYS Bid How to Withdraw, Reopen, and Resubmit a Quote Basic COMMBUYS Navigation and Searching for the Seller Role

View

Read

Participate Link to the Vendor Training Schedule;

On this slide we have a variety of methods to review the training material, you can View the webcast Participate in Vendor Training or Read the job aids

Important steps to follow for bid submission Acknowledge the Bid Bidders are encouraged to Acknowledge the bid to be notified of any updates/amendments to the bid, including changes to the bid opening date/due date.

To receive these updates:

Login to COMMBUYS Navigate to the bid using the Advanced Search Select "Yes" on the Acknowledge Receipt and View Solicitation window.

You must be registered in COMMBUYS to take this action.

9/23/2024 Questions?

OSD Help Desk Monday – Friday, 8:00 a.m. – 5:00 p.m.

888-MA-State (627-8283) OSDHelpDesk@mass.gov Plan to Submit Your Response All responses must be submitted in COMMBUYS by the Bid Opening Date and Time; late responses may not be accepted.

It is imperative that bidders allow sufficient time to submit their quote, and bidders are advised – at a minimum – to begin well in advance of the Bid Opening Date and at a time when OSD Help Desk staff are available for questions.

Move this to the end

Questions?

Closing This presentation in part or in whole is not meant to take precedence over the RFP documents in RFP 203-24 as posted on COMMBUYS, please refer to COMMBUYS for the most accurate information.

RFP Schedule and any dates mentioned are subject to change at the discretion of the MBTA. Please refer to COMMBUYS for the most accurate information.

Questions should be posted on COMMBUYS (Deadline – Sept 27th by 2:00 p.m.)

Any and all communication during the non-mandatory Bidders’ Conference of Sept 23rd , 2024, represents no favor to attendees. All Bidders’ responses will be treated equally regardless of attendance.

This Presentation will be posted on COMMBUYS in the File Attachments section.

Thank You for your interest in partnering with the MBTA

Update the highlighted dates, time and RFP #

Thank you for attending!

Question slide image1.png image2.png image3.jpeg image4.jpeg image5.jpeg image6.jpeg image7.png image8.svg

.MsftOfcResponsive_Fill_44546a { fill:#44546A;

image9.png image10.svg

.MsftOfcResponsive_Fill_44546a { image11.png image12.svg

.MsftOfcResponsive_Fill_44546a { image13.jpeg image14.jpeg image15.jpeg image16.jpeg image17.jpeg image18.jpeg image19.jpeg image20.jpeg image21.png image24.png image25.svg image26.png image27.svg image22.png image23.svg